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Home My WebLink AboutSOLE SOURCE CONTRACT WITH ICON SOFTWARE INCORPORATED TO IMPLEMENT ICON CMS360 CASE MANAGEMENT FOR SUPERIOR AND JUVENILE COURT Print Form 0 OR GI' ,A. Sole Source Justification(Reference Article 6,Procurement Source Selection Methods and Contract Awards,§1-10-56 SOLE SOURCE PROCUREMENT Vendor: tCON System inc. E-Verl1r Number: I r.)14.0.3 Commodity: Softre Estimated annual expenditure for the above commodity or service: $ 28,000 initial an entries below that ea,* to the proposed purchase. Attach a memorandum containing complete justification and support documentation as directed in initialed catty.(More than one entry will apply to most sole source products/services requested). 1. SOLE SOURCE REQUEST IS FOR.THE ORIGINAL MANUFACTURER.OR.PROVIDER, ftECE1Vso THERE ARE NO REGIONAL DISTRIBUTORS. (Attach the manufacturer's written ADMINISTRATOR'S certification that no regional distributors exist.Item no.4 also must be completed.) OFFICE 2. SOLE SOURCE REQUEST IS FOR ONLY THE AUGUSTA GEORGIA AREA DEC 12 2011 DISTRIBUTOR OF MB ORIGINAL MANUFACTURER OR PROVIDER. (Attach the manufacturer's — not the distributor's — written certification that identifies all regional distributors.Item no.4 also must be completed.) G`tlgTA 3. THE PARTSBQUIPMENT ARE(NOT INTERCHANGEABLE WITH SIMILAR PARTS OF ANOTHER MANUFACTURER, lain is separate memorandum.) 4. THIS IS THE ONLY KNOWN ITEM OR SERVICE THAT WILL MEET THE SPECIALIZED NEEDS OF THIS DEPARTMENT OR PERFORM THE INTENDED FUNCTION. (Attach memorandum with details of specialized function or application.) 5. THE PARTS/EQUIPMENT ARE REQUIRED FROM THIS SOURCE TO PERMIT STANDARDIZATION.(Attach memorandum describing basis for standardization request.) JLE 6. NONE OF THE ABOVE APPLY. A DETAILED EXPLANATION AND JUSTIFICATION FOR THIS SOLE SOURCE REQUEST IS CONTAINED IN ATTACHED NIEMORANDUM. The undersigned requests that competitive procurement be waived and that the vendor identified as the supplier of the service or material described in '•'s sole source justification be authorized as a sole source for the service or material. Name: 241.... .•'' _ �:=„ 1 K WI" atiorn Technology Date: 1218/2017 Head S',•-••attire: i,;i/ r.!'.ni : . DeDepartmentdrDepartment -......- Date: � ii i, I '�" Approval Authority: ,�-r f � Date: / /A1/ Administrator Approval _. , -. Date: it/Ain COMMENTS: Aguntee s 174.757'0114'prtiit -L Rev.09/10/12 • • INFORMATION TECHNOLOGY Q -. 0 e ,o 1. Tameka Allen Director Gary Hewett Deputy Director To: Ms. Geri Sams,Director of Procurement From: Ms. Tameka Allen,Director of Information Technology, Mr. Shaun Brooks,Trial Court Administrator W9111111 Judge Douglas J.Flangan,Chief Juvenile Court Judge Subject: Sole-Source Justification for Icon Software,Inc. Date: Dec 8,2017 The Information Technology Department(LT.) in conjunction with the Augusta Judicial Circuit and the Juvenile Court has determined the need to replace an application developed by LT. for Court Case Calendaring. The District Attorney's(DA)Office will be transitioning to the Prosecuting Attorney Council (PAC)of Georgia's Tracker application in early 2018. The in-house calendaring application developed by I.T. will no longer be viable. As the PAC does not allow any case information to be shared with non- prosecutors such as court case managers,the Superior and Juvenile Courts must procure their own court case management System. The Augusta Judicial Circuit is requesting the purchase of CMS360 Case Manager from Icon Software, Inc. CMS360 Case Manager will replace the in-house calendaring application used by the Superior Court and Juvenile Court Case Managers. CMS Case Manager is a module of ICON CMS360,the application that is used by the Clerk of Superior and State Court as well as the Clerk of Civil and Magistrate Court for all legal recordings in Richmond County. In addition, Icon CMS 360 is used throughout the Augusta Judicial Circuit with the Clerk of Courts for Burke and Columbia County. ICON CMS 360 will integrate with the three circuit's Court Management System to provide detailed case information for the Case Managers. ICON is also authorized by PAC to transmit case status changes to Tracker;thus the DA's office will be kept abreast of changes in case statuses and dates. This is an important feature of the current in- house application and must be included in any replacement. The purchase of this software suite is in alignment with the Information Technology Strategic Initiative; Consolidation and optimization of software applications systems for improved efficiencies and the support of standardization. The total cost of the implementation and licensing is estimated at$28,000. I.T.is requesting Commission Approval of this Sole Source Purchase. SPLOST VI funds,Software Application Consolidation Account, 328012110,will be used for the purchase. Information Technology 530 Greene Street Annex 101 Augusta,GA 30911 (706)821-2522 FAX(706)821-2530 www.AugustaGa.gov ICON L 3453 Lawrenceville-Suwanee Rd it" O I co N Suwanee, GA 30024 ► SOW 2017-1103 for Agreement to Perform Web Services Interoperability O Development and Implementation for Augusta Judicial Circuit Date Services Performed By: Services Performed For: 40 November 3, 2017 ICON Augusta Judicial Circuit 3453 Lawrenceville-Suwanee Rd Augusta GA Government Suite A 535 Telfair St Bldg. 2000 n 1 Suwanee, GA 30024 Athens, GA 30901 a This SOW#2017-1103 (hereinafter called the "SOW"), effective upon agreement from both parties, is entered by and between Icon Software Corp ("Contractor" or"ICON") and Augusta Judicial Circuit("Client" or"Augusta"), and is subject to the terms and conditions specified below. The Exhibit(s)to this SOW, if any, shall be deemed to be a part hereof. In the event of any inconsistencies between the terms of the body of this SOW and the terms of the Exhibit(s) hereto, the terms of the body of this SOW shall prevail. Period of Performance The Services shall commence upon agreement between both parties and shall continue through January 31, 2018, at which time an updated SOW or change order would be required if project is still pending. Engagement Resources The following resources will be required for calendar and scheduling integration. The Augusta-Richmond County Clerk of Court, Burke County Clerk of Court, Columbia County Clerk of Court, Augusta Judicial Circuit Stakeholders, ICON Project Manager, Augusta Project Manager, and ICON development staff. Assigned staff and contact information will be determined by the ICON Project Manager. Statement of Work for Augusta Judicial Circuit•November 3,2017 1 Scope of Work Narrative ICON will be implementing our CMS360 Case Management Calendaring and Notices for the Superior Court Case Managers and Juvenile Court Case Managers. Additionally, ICON will be developing and modifying data exchanges between CMS360 and PAC Tracker and/or Prosecutor Dialog. At project initiation we will need to fully define the parameters of the data necessary to meet the needs of the Case Managers. This includes data to be sent to the notice mailing service and data to be sent and received between the prosecutor and the Case Managers. ICON will configure the CMS360 and will provide administrator training for maintaining users, roles, and code tables. Training time will be performed as a group in a classroom style setting and with each individual Case Manager. Deliverable Materials ICON CMS360 web service interoperability for the prosecutor data exchange and calendar notices. ICON CMS360 calendaring, notices and dashboard for Case Managers. Contractor Responsibilities Icon Software will be responsible for modifications and additions to our database, data layer, permissions and secure webservices for compatibility with ICON CMS360 and between CMS360 and Augusta. Client and Stakeholder Responsibilities Perform tasks that are assigned and scheduled as part of the project. Fee Schedule This engagement will be conducted on a Time & Materials basis. The total value for the implementation services pursuant to this SOW is $28,000.00. The total value for support services for year two is $12,000.00 and support services for year three is $12,000.00 unless otherwise agreed to by both parties via the project change control procedure, as outlined within. A Project Change Request(PCR)will be issued specifying the amended Statement of Work and the associated costs. Statement of IVork for Augusta Judicial Circuit•November 3,2017 2 Item Description Quantity/ Basis Rate Total Installation and Configuration of 8/hourly 150.00 1,200.00 CMS360 calendar and notices Training of Superior Court Case ' 5/daily j 1,000.00 5,000.00 Managers Training of Juvenile Court Case 16/hourly 125.00 2,000.00 Managers Data Exchange—Tracker and/or 16/hourly 200.00 3,200.00 Prosecutor Dialog Modification of existing;exchanges Data Exchange—Notice Mailing 8/hourly 200.00 1,600.00 data to third party for mailing TOTAL IMPLEMENTATION 13,000.00 CMS360 License and Support 5/annual 1,680.00 8,400.00 Superior Cotet CMS360 License and Support 4/annual 1,680.00 6,720.00 Juvenile Court TOTAL LICENSE& SUPPORT f 15,120.00 TOTAL Superior&Juvenile ; 28,120.00 Optional Package in lieu of above 9 user.lic nses: TOTAL IMPLEMENTATION Same as above 13,000.00 CIVIS60 Optional 10 user 10/annual 1,500.00 15,000.00 License- nd Support Package TOTAL Superior&Juvenile : 28,000.00 Year 2 License and Support pp '' 12,000,00 Year 3 License and Support 12,000.00 Additional and optional costs for each onsite visit during this engagement period shall not exceed $1,200.00 per day visit. If the Client desires an on location visit at any time during this scope of work, a minimum of 7 days advanced notice shall be given to set mutually Statement of Work for Augusta Judicial Circuit•November 3,2017 3 agreed upon dates and for travel arrangements. Upon completion of this Performance Period, Contractor and Client will have the option to renew this agreement for an additional then-stated number of hours at the then-current hourly rate for those resources identified. Bill To Address Client Project Manager Client Cost Center Augusta GA Government 535 Telfair St Bldg. 2000 Athens, GA 30901 Out-of-Pocket Expenses/ Invoice Procedures Client will be invoiced for any travel and lodging expenses. Standard Contractor invoicing is assumed to be acceptable. Invoices are due upon receipt. Client will be invoiced all costs associated with out-of-pocket expenses (including, without limitation, costs and expenses associated with meals, lodging, transportation and any other applicable business expenses) listed on the invoice as a separate line item. Reimbursement for out-of-pocket expenses relating to performance of this SOW, when authorized and up to the limits set forth in this SOW, shall be in accordance with Client's then-current published policies governing travel and associated business expenses, which information shall be provided by the Client Project Manager. The limit of reimbursable expenses pursuant to this SOW is $1,400.00 or 5% of the fees unless otherwise authorized in writing and agreed to by both parties via the project change control procedure outlined within. Completion Criteria Contractor shall have fulfilled its obligations when any one of the following first occurs: • Contractor accomplishes the Contractor activities described within this SOW, including delivery to Client of the materials listed in the Section entitled "Deliverable Materials," and Client accepts such activities and materials without unreasonable objections. • Contractor and/or Client has the right to cancel services or deliverables not yet provided with 30 business days advance written notice to the other party. Assumptions No additional assumptions. Statement of Work for Augusta Judicial Circuit•November 3,2017 4 Project Change Control Procedure The following process will be followed if a change to this SOW is required: • A Project Change Request(PCR)will be the vehicle for communicating change. The PCR must describe the change, the rationale for the change, and the effect the change will have on the project. • The designated Project Manager of the requesting party (Contractor or Client) will review the proposed change and determine whether to submit the request to the other party. • Both Project Managers will review the proposed change and approve it for further investigation or reject it. Contractor and Client will mutually agree upon any charges for such investigation, if any. If the investigation is authorized, the Client Project Managers will sign the PCR, which will constitute approval for the investigation charges. Contractor will invoice Client for any such charges. The investigation will determine the effect that the implementation of the PCR will have on SOW price, schedule and other terms and conditions of the Agreement. • Upon completion of the investigation, both parties will review the impact of the proposed change and, if mutually agreed, a Change Authorization will be executed. • A written Change Authorization and/or PCR must be signed by both parties to authorize implementation of the investigated changes. Additionally, a Purchase Order must be issued for the changes or the existing Purchase Order must be modified. Statement of Work for Augusta Judicial Circuit•November 3,2017 5 IN WITNESS WHEREOF,the parties hereto have caused this SOW to be effective as of the day, month and year first written above. Augusta Judicial Circuit ICON By: Lo.,....9----C___ , . B : �\ Y 777,,,..+ile,______„ Name:Judge Carl Brown Name: Marty Hahn Title: Chief Judge Title: President Date: 3".? 2.. ..--/e- Date: S -- -2,0 1 6 /1. Augusta Law Department Augusta Richmond County By: riiBy: Name: Andrew McKenzie Name: Mayor Hardie Davis Title: Chief Counsel Title: Mayor Date: 3(41/f Date: /7( c 1: j":041 *V*''''''''''''.44.dr IP 1 4 icexero4f tIck d' cps gr. ' °Y¢ a ,� t Attested by: /L411 _.ii1+ 1-='1'� Name: 'Lena Bonner Title: Clerk f Commissio Date: rQ